How to organize a project

This guide will help you to organize a project, without focusing on card editing.

You will find info on card editing in this other guide.

Groups

In Kantree, the cards of a project are organized by groups.

Groups can come from project context or group attributes.

New project are created with three default types of group: Lists and Milestones coming from your context and Labels coming from your attributes.

You can create your own project context and group attributes to manage your cards in more dimensions, such as epics, components, versions, teams, etc.

Groups (even the one coming from group attributes) can be organized independantly from cards, and have their own options.

Group options

You can customize each group to reflect the structure of your project: name, color, behavior.

Access the group’s settings from the cog menu in the group header.

group options

The first tab is dedicated to actions like archive, delete, or some batch actions on cards from this group like archive all cards. One of these is Order by and we will explain it in the next section.

You can also set attributes for all cards of the group here.

batch editing

The second tab is about group appearance.

group appearance tab

You can add a description, an icon and change the color. You can show a flow indicator (see the background of the header in the next screenshot).

flow indicator

You can choose to always show description and icon or to hide them if there is at least one card in the group.

always show description

Finally, you can hide the add card button. Be careful, this doesn’t forbid the card creation in this group, but simply indicates to all the project members that they shouldn’t create cards directly here.

disable card creation

In the next tab you will find Rules.

You can add a soft limit to the maximun number of cards allowed in this group, if the limit is exceeded, a red alert is displayed in the header of the group.

WIP limit

You can define a state for each card created in this group (soft binding between card state and group)

You can also define the card model of cards created in this group

group-options-advanced

When you define a state for a group, it will change the state of all the future card you will move to this group. A popup will ask you if you want to change the state of all cards contained in the group. The group will also appear as a choice in the card state dropdown.

You can also edit this group permissions for your roles. You can find more info in our guide to roles and permissions.

In the next tab you will find Automated actions.

auto actions list

There’s 2 types of automated actions:

  • set a card attribute
  • Add to group

Pick one and set a value.

auto actions menu

Thus, when you create or drop a card in this group, card attributes and groups will be automatically set like you defined it in your automated actions.

auto actions

If an automated action as been set, a small asterisk icon will appear in the group header.

automated action icon

The last tab will let you define start and end dates for your group. This dates is especially used in burndown charts (milestones, sprints).

group-options-date

Reorder cards

Inside each group (each label, each milestone, …), you can order your cards with a simple drag and drop.

reorder

You can change a card belonging with another drag and drop between groups. move card If the groups are configured to enabled a card to be in more than one group, press ctrl when you drag and drop a card and you can add it to a new group without removing it from the previous one.

In the group options (see above), you can also define an order by setting.

order by menu

The ordering by drag and drop matches the Custom ordering. Cards will always keep track of this custom position even if you change the order by for an other options.

You can order by :

  • references of cards
  • title (alphabetically)
  • states of cards, from undecided to closed
  • number of sub-cards
  • creation date
  • last modification date

Card Attributes can also be used to order your cards:

  • dates
  • text field
  • number (useful to sort by Story point)
  • like/dislike button (useful to sort by votes)
  • email
  • size
  • link
  • phone
  • location
  • skype username
  • time

The reverse options lets you do a reverse sorting.

If the sorting option is other than custom ordering, a small clickable icon will appear in the group header.

sorting icon

Hierarchy

Cards can be organized hierarchically.

Add sub-cards to a card from its Sub-cards tab. A sub-card itself is another card!

sub-cards

From this list, sub-cards can be renamed, marked as done or opened in its own window.

To organize the sub-cards in multiple groups, click the Create board button in the card header.

This create a new level in the hierarchy of your project. You can create as many levels as you want.

In your sub-board, you have access to all the project tools (contexts, filters, tools, saved views…). You can move your sub-cards in the kanban board.

You can quickly navigate the hierarchy of cards:

  • down: click the board button in the card tile of the parent board, or in the header of the card

  • up: navigate the breadcrumb trail, next to the board title

  • through the tree browser: click the folder icon left to the board title to display and browse the full hierarchy of the projet

navigation

You can also open the parent card of the current level by clicking its name in the project view.

You can pin a (sub) board to access it directly on your dashboard without navigate the tree of cards. Click on the project title then on bookmark on dashboard.

Relation between cards

You have multiple ways to bind cards together.

You can use cards links to manipulate cards outside of their context.

For example, you can organize some project card links inside a new project to display their relative progress. Another example is the possibility to have a link to a sub-card of your project to make it more visible.

Card links have a special icon on their tile to differentiate them.

card-links-tile

To add a new card link, use the + button on any group and click on Add a link.

card-links-add

Now, you can select the target card.

Be careful when you choose between card mirror or card link.

A card mirror gives you an access in your project to the card you wanted to mirror. This card mirror has is own reference in your project.

card mirror

The opened menu in the screenshot above, will help you manage your card mirror, but won’t affect the target card.

However if you make change in the card view, it will only affect the target card and not your mirror.

A card link is a soft link, the new card has its own attributes and when you open the card view, it represents the link and not target card.

You cannot change the title of a card link or a card mirror (it is defined as the same as the target card) and if the target card is deleted, your link appear as broken and you cannot open it anymore.

For now the target card has no idea it has been linked elsewhere.

Attribute: card relationship

The card relation ship attribute let you select any cards in any project of your organization. This will create an unidirectional link to the card selected.

card relationship

If you want the selected card to know it has been linked somewhere else in a card relationship attribute, this selected card should have access to the exact same card relationship attribute.

bidirectional relationship

In a same project it is easy to set up (either the card relationship attribute is in the shared project attributes or the two cards have the same model in which there is the card relationship).

If you want to set this bidirectional relation between project of the same organization, either the relationship attribute is set as a shared org attribute, or the two cards have the same org card model that contains the relationship attribute.

The card relationship appears in the card tile as a label with the reference of the selected card

displayed in tile

Attribute: board as data source

The Board as data source attribute lets you reference cards from another board by picking it from a list. It is ideal if you want to use a project as a client base for example: the “Client” project contains all the client cards, the “Tasks” projects contains the tasks for each clients, connected via this attribute.

First, go to the attribute options and select from which boards will be populated the list:

select a project

Then, select a card from the dropdown:

select card

You can only select one card. The project which serves as data source should be in the same organization than your project.

Current limitation: the cards from the source project are not aware they have been selected in another project as part of a Board as data source attribute.

Move/Copy cards

Cards can be moved/copied to any other project or inside the hierarchy of it.

You can move/copy cards by right clicking on them or from the card actions menu. Then you just have to select the destination.

If a card/project is moved or copied in an other organization, groups and models will be copied in this new organization. If a card/project is moved or copied between project of the same organization, groups and models will be made available in the new project.

Filter cards

To filter cards on the board (ie. search through them instantly) click on the filter box in the top bar.

filter

Just type text to search through card titles. You can also use the various options in the filter dropdown to create more precise searches.

Kantree features a powerful query language called KQL (Kantree Query Language). It allows you to make advanced searches in your project very easily. Learn more about KQL.

You can also toggle the archived card and groups, or flatten the hierarchy of cards (every card and subcard will appear on the same board)

When you toggle Include all descendants, you won't be able to order cards in groups freely.

In Kanban and Table view mode, the number of matching cards is displayed in the headers of groups.

matching card number

You can save a filter using our saved views system

Once the results are displayed, you will have access to some batch actions like archive or set attributes, which will be applied to all the filtered cards.

batch editing with search

Archives

Kantree gives you the possibility to archive groups and cards rather than deleting them. Archived cards and groups will be visible if you enable them in the filter menu.

Archived items can be restored or permanently deleted.

Archive a card

You can archive cards by right clicking on them or from the card action menu.

Archive a group

You can archive groups (or just their cards) from the group settings menu.

Visualize archived cards and groups

You can display archived cards and groups by checking Include archived cards in the filter menu.

Archive a project

Projects can be archived (by admins) in the organization’s page by clicking on the button Archive this project.

archive-project

Archived projects can be included in your organization’s page by checking “Toggle archive”.

Pinned cards

Any card (project included) can be pinned: It will appear on top of your dashboard and of the switch menu.

To pin a card, choose “Pin to dashboard” in the card action menu.

pinned-card

Board tools

The board tools let you manage cards and groups directly (mostly using drag-and-drop).

You will find the Kanban and the Table.

Each of these modes has specific use cases.

You can switch between Table and Kanban when you are in the board tool in the menu right to the filter.

board tool switch

Kanban

The Kanban is the default view of your project.

kanban

Tiles are cards, and columns are groups (or dynanimcally generated groups from your attributes - like members).

You can organize your cards in workflow pretty easily and move your cards between groups.

Swimlanes: a particular Kanban feature

In Kanban view, you can choose a second way of grouping your cards in your group by menu.

select swimlanes

It will be displayed as swimlanes.

swimlanes

In swimlane mode, you will be able to:

  • drag and drop your columns and lanes to reorder them (if they represent groups or attributes that can be reordered)
  • drag and drop cards in table cells to quickly assign groups and attributes to them.
  • hide/collapse columns and lane to better see the one you want.
  • create cards in any cell of the table.

For now, cards in swimlanes cannot be freely reordered in cells, they are sorted by reference by default, but this can be changed in the columns’ settings

You cannot choose the same way of grouping for your columns and swimlanes (except the nothing item). If you want to get back to a simple Kanban, choose the Nothing item for your swimlanes.

Table

In the Table, every card is represented by a row.

table The columns represent attributes. Click on a cell to edit the attribute.

edit attribute on table

If you want to show/hide columns, click on the small caret in the column headers. You can also rename or delete the attribute from there. Delete the column is like delete the attribute from the card view, all the data asssociated with this attribute will be lost.

column settings

You can add new attributes columns to your table, this new attribute will be available for all cards in the project.

add new columns

Finally, you can drag and drop column headers to change the position of the columns in the table.

Planning tools

The planning tools helps you handle dates in your cards.

You will find the timeline and the calendar.

Switch between the two in this menu :

planning tool switch

Timeline

The Timeline let you edit dates attribute of your cards very easily

timeline view

  1. Select the date attribute you want

  2. Select the group by and the filter

  3. Select the mode, normal show every card in their group (even the cards without dates), where compact smartly rearrange cards in the timeline based on their start and end dates. It will try to use the fewer lines possible to display your cards. This mode is very useful when you want to see if many cards are scheduled at the same time. compact mode

  4. Select the date range you want to see in your windows, you can select it as large as possible. The timeline grid is displaying smartly based on the selected dates range. date range selector

  5. Download you timeline as an image or get the iCalendar feed

  6. Cards are grouped by the selected group by.

  7. Click on a card (in the sidebar or in the timeline) to open it

  8. Drag the card on the timeline to change its daterange. Drag its left or right end to shorten or widen the range. If you shorten the card until it disapears, it will remove the daterange.

  9. To set a daterange on a card without one, Click and drag in normal mode

Calendar

The calendar view will present the cards in a calendar as you can find one in Outlook or Google calendar.

All dates and dateranges of all attributes of your cards are displayed on the same calendar.

calendar

  1. The unscheduled panel, will gather all the cards without dates, in any of their attributes. You can drag and drop this card to a day in the calendar to quickly set this date for its first date attribute (if the card has more than one, only the first will be set)

  2. Choose between week and month view

  3. You can drag cards in the calendar to change the dates

  4. get the iCalendar feed to add your project in your favorite Calendar tool like Outlook or Google calendar

You can also filter cards.

Activity Journal

The Journal lets you see all the activities that happened in your project. You can select a daterange, members, or type of activities to filter the journal and get exactly the information you need.

Journal

It is the perfect support to synchronize your daily work with your team mates.

You can export your Journal as CSV.

Logs overview

Log view gives you an overview of all the logs attached to cards, with possibility to filter by types of log and period.

Logs view

If you want to add a new type of log check this guide.

Manage Forms

Using our form generator, you can provide simple public form to external people.

Each time a form is submitted, it will create a card in the group you specified, filled with the right attributes.

Learn more in the form guide.

Form generator